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If you’ve Googled “Notary job description,” you’ve probably seen the same thing over and over again:
A list of responsibilities…
A few copy-paste qualifications…
And a generic “Apply Here” button.
But here’s the problem—that kind of job post doesn’t actually attract great Notaries.
It doesn’t speak to their strengths.
It doesn’t explain what makes your company worth joining.
And it definitely doesn’t make your opportunity stand out.
Great Notaries aren’t just looking for a job—they’re looking for trust, structure, and professionalism. If your job description doesn’t reflect those values, you’re likely losing top-tier candidates before they even apply.
This guide will show you how to fix that.
We’ll walk you through:
- What a Notary role actually involves (in plain English)
- Two proven job description templates you can use right now
- A breakdown of why strong posts convert—and weak ones don’t
- Common mistakes to avoid
- Tips for standing out in a crowded market
And if you want to understand the difference between a boring job post and one that actually gets high-quality applicants, read our full guide:
👉 full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/
Let’s get into it.
Build a winning team—without the hiring headache. WorkScreen helps you hire fast, confidently, and without second-guessing.
What Does a Notary Actually Do?
A notary—also known as a notary public—is someone officially authorized to witness the signing of important documents.
Their job is to verify identities, confirm understanding, and prevent fraud.
But that’s just the basics.
In real-world settings, notaries are often trusted with handling sensitive information, working with legal documents, and interacting with clients who are signing contracts, affidavits, real estate forms, or other official paperwork.
That means this isn’t just a rubber-stamp job.
You need someone who is:
- Detail-oriented (because even one wrong signature or date can create legal problems)
- Trustworthy and professional (they may be dealing with private or time-sensitive info)
- Great with people (clients often need things explained clearly and calmly)
Depending on the company, a notary might also support administrative tasks, manage document records, or assist legal or real estate teams.
If you’re hiring for this role, you’re not just hiring for certification.
You’re hiring for character.
Two Great Notary Job Description Templates
✅ Option 1: Experienced Notary Public – Job Description Template
📌 Job Title: Certified Notary Public – Legal Support at Apex Legal Group
💼 Type: Full-Time | On-Site | Denver, CO
💰 Salary: $26–$32/hour | Based on experience
🎥 Meet the Hiring Manager
Watch this quick 1-minute video from our Legal Ops Manager, Rachel Torres, to learn more about what it’s like to work at Apex:
👉 [Insert Loom or YouTube Link Here]
🏢 Who We Are
Apex Legal Group is a boutique law firm based in Denver, Colorado, specializing in real estate, estate planning, and small business law. Our mission is to simplify complex legal matters with clear communication and client-first service.
We’re a close-knit team that believes professionalism and warmth can coexist. If you’re someone who cares deeply about accuracy, ethics, and helping people navigate big decisions, you’ll fit right in.
🗒️ About the Role
We’re hiring an experienced Notary Public to join our in-house legal support team. You’ll play a critical role in notarizing documents, ensuring compliance, and giving clients peace of mind during key life and business transactions.
This isn’t just back-office work—it’s hands-on, client-facing, and trust-driven.
🔧 What You’ll Be Doing
- Notarize real estate closings, powers of attorney, and business documents
- Verify signer identities and witness document signings
- Maintain accurate notarial records and logs
- Travel locally for mobile signings (mileage reimbursed)
- Assist with document prep, client intake, and filing as needed
- Stay updated on Colorado notary laws and compliance protocols
✅ What We’re Looking For
- Active Colorado Notary Public Commission
- 2+ years of experience in legal or real estate settings
- Strong attention to detail and documentation accuracy
- Discretion and professionalism in client interactions
- Punctual, reliable, and self-directed
- Warm, calm communicator—even under pressure
🎁 Perks and Benefits
- Hourly pay with regular reviews and performance bonuses
- Medical, dental, and vision insurance
- Mileage reimbursement for mobile appointments
- 401(k) with matching after one year
- 15 days paid time off + 5 flex days
- In-house legal workshops for professional development
🌟 Why This Role Is a Great Fit
At Apex, you won’t be micromanaged—you’ll be trusted.
You’ll have the autonomy to handle signings, build client relationships, and contribute to a small team that values accountability, clarity, and care.
We promote from within, listen to our team, and celebrate the people behind the work. If you want a place where your precision is appreciated and your reliability makes a real impact, this is it.
📥 How to Apply
We respect your time. That’s why we use WorkScreen—so you’re evaluated based on strengths, not buzzwords.
👉 Start your application here: [Insert WorkScreen Link]
🌱 Option 2: Job Description For Entry-Level Notary – We’ll Train the Right Person
📌 Job Title: Entry-Level Notary Assistant (Certification Paid) – SignatureBridge Title Services
💼 Type: Full-Time | In-Person | Tampa, FL
💰 Salary: $18–$22/hour | Training Included
🎥 Meet the Team
Our Director of Operations, Marcus Lin, recorded this short video to give you a quick look at what we’re building at SignatureBridge and how you can be a part of it:
👉 [Insert Loom or YouTube Link Here]
🏢 Who We Are
SignatureBridge is a Florida-based title services company helping homeowners, realtors, and lenders close real estate transactions smoothly and professionally.
We handle hundreds of closings per month across the state—and we do it with kindness, speed, and attention to detail. We’re growing fast, and we’re looking for someone we can train into a trusted notary team member.
🗒️ About the Role
We’re hiring someone reliable, friendly, and eager to learn. You’ll start by shadowing our certified notaries and supporting signings—then we’ll help you get certified.
This is a great opportunity if you’re organized, calm under pressure, and excited to work with real people during important life moments like home purchases and refinances.
🔧 What You’ll Be Doing
- Help prepare and organize signing documents
- Assist with ID checks and signer verification
- Coordinate appointments and follow up with clients
- Study for the Florida notary exam (we’ll pay for it!)
- Get certified within 60 days of starting
- Take over full notary duties as you grow
📌 Requirements
- High school diploma or GED
- Strong organizational and customer service skills
- Comfortable working in client-facing situations
- Quick learner and team player
- Clear background check
- Commitment to completing certification within 2 months
🎁 Perks and Benefits
- Paid notary certification and training
- On-the-job mentorship and support
- Health, dental, and vision insurance
- 401(k) with employer match
- Paid holidays and PTO
- Quarterly team outings and milestone bonuses
🌟 Why This Role Is a Great Fit
We don’t just hire skills—we hire people we believe in.
If you’re looking to break into the notary or real estate world, this is a low-barrier, high-trust opportunity to learn from the inside. You’ll get hands-on experience, a supportive team, and a pathway to grow long-term.
You’ll be part of a team that values professionalism and personality—where showing up matters just as much as showing growth.
📥 How to Apply
We use WorkScreen to make our process fair and skills-based.
👉 Apply here and complete the short, structured evaluation: [Insert WorkScreen Link]
We’ll review every application and respond within 5 business days.
WorkScreen simplifies the hiring process, helping you quickly identify top talent while eliminating low-quality applications. By saving you countless hours and reducing the risk of bad hires, it empowers you to build a team that delivers results
Breakdown of Why These Notary Job Posts Actually Work
Let’s break down what makes each of the job descriptions above effective—and why they’re likely to attract high-quality, reliable candidates instead of the generic flood of “apply to everything” applicants.
✅ 1. The Job Title Is Clear, Specific, and Human
- Apex Legal Group: “Certified Notary Public – Legal Support at Apex Legal Group”
- SignatureBridge: “Entry-Level Notary Assistant (Certification Paid)”
These titles don’t just name the role—they give context. You immediately know:
- What level the role is (experienced vs. entry-level)
- What kind of environment it’s in (legal, real estate)
- Whether certification is expected or supported
This helps job seekers self-select—and ensures you get more qualified applications from people who actually align with the job.
✅ 2. The Video Adds a Personal, Trust-Building Touch
Both posts include a short Loom video from someone on the team. This:
- Humanizes the company
- Builds trust before the first interaction
- Sets the tone and culture visually
This is a high-leverage, low-effort move that dramatically improves connection with candidates. It’s also a strong differentiator in a sea of text-heavy posts.
✅ 3. The “Who We Are” Section Tells a Real Story
Instead of vague company summaries, these sections:
- Highlight mission (e.g., simplifying legal issues or smooth real estate closings)
- Show values (e.g., professionalism, clarity, kindness)
- Offer a glimpse into how the team operates
This helps candidates imagine what it’s actually like to work there—and whether they belong.
✅ 4. Responsibilities Are Written with Purpose, Not Just Tasks
Instead of a dry checklist, the duties are tied to why they matter:
“You’ll play a critical role in notarizing documents, ensuring compliance, and giving clients peace of mind…”
“This isn’t just back-office work—it’s hands-on, client-facing, and trust-driven.”
This gives meaning to the role, and makes it more appealing to candidates who care about doing work that matters.
✅ 5. Perks and Benefits Are Clear, Not Hidden
Both posts clearly outline:
- Salary range
- Health and retirement benefits
- PTO and bonuses
- Unique offerings like certification reimbursement or legal workshops
This builds trust, reduces friction, and attracts serious applicants who care about transparency and planning their future.
✅ 6. “Why This Role Is a Great Fit” Section Gives the Emotional Hook
These sections speak directly to the candidate’s identity:
“You’ll be trusted.”
“We don’t just hire skills—we hire people we believe in.”
“You’ll be part of a team that values professionalism and personality.”
This is where the post becomes magnetic—because it moves beyond job duties and into why this job is actually worth their time.
✅ 7. Application Process Is Respectful and Clear
Rather than vague “submit resume and wait” instructions, both posts:
- Use WorkScreen for a structured, fair process
- Promise updates
- Reassure applicants their time will be respected
This alone makes your post stand out in a hiring landscape full of ghosting and gatekeeping.
Bad Notary Job Description Example (And Why It Fails)
Job Title: Notary Public
Company: National Legal Services
Location: Remote
Job Type: Contract
Job Summary:
We are seeking a Notary Public to notarize documents on behalf of the company. The successful candidate will be responsible for verifying identities and ensuring documents are properly signed and submitted.
Duties and Responsibilities:
- Verify identity of signers
- Witness document signing
- Complete and submit notarization logs
- Maintain accurate records
Qualifications:
- Active notary certification
- Strong attention to detail
- Ability to work independently
- Basic computer skills
How to Apply:
Send your resume and cover letter to hr@nationallegalservices.com. Only shortlisted candidates will be contacted.
❌ Why This Notary Job Post Falls Flat
1. The Title Is Vague and Undifferentiated
Simply writing “Notary Public” as the title says nothing about:
- The work environment (legal? real estate? mobile notary?)
- The level of experience needed
- Why this opportunity matters
As a result, this post could attract the wrong candidates—or none at all.
2. The Introduction Is Cold and Generic
There’s no mission, no team culture, no real explanation of what this company does or why this role exists. It reads like it was pulled from a template—and probably was.
Missed opportunity: This is where you hook mission-driven applicants and make your role feel relevant.
3. No Salary or Benefits Mentioned
Omitting pay, perks, or even a rough range raises red flags for applicants.
It signals a lack of transparency—and may push away experienced or high-integrity candidates.
Great candidates want to know what’s being offered before they invest time applying.
4. No Company Context or Culture
There’s nothing here about:
- What National Legal Services does
- What the work environment feels like
- What kind of people succeed on the team
So even if someone is technically qualified, there’s no emotional pull or cultural alignment being established.
5. Responsibilities Are Too Broad
Phrases like “verify identity” and “submit logs” are correct—but too generic.
There’s no context about the day-to-day, the types of documents handled, or how success is measured.
This makes the post feel like it could apply to a hundred different companies—or none.
6. The Application Process Feels Dismissive
“Only shortlisted candidates will be contacted.”
That one line tells candidates: don’t expect to hear back from us.
It also signals a lack of structure or respect for the applicant’s time—which makes the role feel transactional and low-value.
7. Zero Personality in the CTA
“Send your resume” is bare minimum. There’s no warmth, no encouragement, no sense of who’s on the other side. That kind of detachment can turn off quality applicants who are weighing multiple options.
Bonus Tips to Make Your Notary Job Description Stand Out
🛡️ 1. Add a Candidate Privacy & Security Notice
Let’s face it—online scams are everywhere. If you want to earn the trust of applicants (especially in a compliance-heavy role like notary work), show them your process is safe and secure.
Example to include at the bottom of your post:
🔒 We take the privacy and security of all applicants seriously. We will never ask for payment, financial information, or personal identification outside of official hiring communications.
If you ever receive a suspicious message claiming to be from us, please report it immediately.
This builds trust and positions your company as ethical and professional.
🧘 2. Mention Flex Days, PTO, or Work-Life Balance
Even notaries appreciate time off—especially when working in high-responsibility roles.
Example phrase to include in perks section:
Enjoy up to 20 paid time off days annually—including 5 flex days—so you can recharge without guilt.
Even small perks like this can be a major draw.
📈 3. Emphasize Training & Growth Opportunities
Even if the role is technical or regulated, you can still offer growth. Mention internal training, cross-functional exposure, or mentorship opportunities.
Example to include under “Why This Role Is a Great Fit”:
We offer ongoing training in compliance, client communication, and document handling—so you can continue growing your skills and advancing within our legal ops team.
This shows you invest in people, not just output.
🎥 4. Add a Short Video (If You Haven’t Already)
You already included video in the earlier sections—which is fantastic. But here’s why it’s such a powerful move, worth doubling down on:
- Video helps applicants feel connected to the real people behind the job post
- It can increase application rates—especially from serious candidates
- It sets your company apart from the 99% of text-only posts
If possible, keep it under 90 seconds and speak directly to the viewer about:
- The mission of the company
- What kind of person you’re looking for
- Why this role matters
Loom or YouTube works fine—just include a clean link before the “Who We Are” section.
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
Should You Use AI to Write a Notary Job Description?
Short answer:
Yes—but not blindly.
With so many ATS platforms and job boards now offering one-click AI job post generators, it’s tempting to let software write your listing in seconds.
But here’s the problem…
❌ Why You Shouldn’t Let AI Write the Whole Post
If you use AI without any inputs or context, you’ll likely end up with a post that:
- Sounds like every other bland template online
- Misses the human side of the role
- Attracts low-effort, “apply to everything” candidates
- Fails to reflect your company’s values, tone, or expectations
And since AI is often trained on outdated or generic content, the result can feel cold, robotic, or legally overcautious.
Remember: Your job post is the first impression a candidate has of your brand. Don’t waste that opportunity with boilerplate filler.
✅ The Smarter Way to Use AI (With the Right Prompt)
AI works best as a refining tool, not a replacement for thinking.
Here’s how to prompt AI properly when writing a notary job description:
💡 Example Prompt Template:
“Help me write a job post for our company, Apex Legal Group. We’re hiring a Certified Notary Public to help with legal document signings, real estate closings, and compliance tracking. Our culture is respectful, detail-oriented, and people-first. We want to attract candidates who are trustworthy, calm under pressure, and great with clients. We offer the following benefits: health insurance, mileage reimbursement, 401(k), and 15 days PTO. Salary range is $26–$32/hour. We also use WorkScreen to evaluate applicants fairly. Here’s a rough draft I wrote [paste notes here]—please help me improve the tone, flow, and clarity.”
This kind of input gives AI the raw ingredients it needs to do its job well—so your final post is still human, but polished.
You can also feed AI a great example (like the ones earlier in this guide) and say:
“Help me write a similar job post, but for our company and role.”
🛠️ AI Is a Tool—Not a Voice
At the end of the day, great job posts feel personal, intentional, and honest.
Use AI to:
- Tighten grammar
- Improve readability
- Reorder sections or smooth transitions
But never skip the human thinking part—because that’s what attracts the humans you want to hire.
Don’t let bad hires slow you down. WorkScreen helps you identify the right people—fast, easy, and stress-free.
Need a Quick Copy-Paste Notary Job Description?
✅ Option 1: Conversational, Culture-First Notary Job Description
📌 Job Title: Certified Notary Public – [Company Name]
💼 Type: [Full-Time or Part-Time] | [Location or Remote]
💰 Salary: $[Insert Range] per hour | Plus Benefits
🎥 Meet the Hiring Manager
Watch this quick intro from our team to hear what the role is really like:
👉 [Insert Loom/YouTube Link]
🏢 Who We Are
At [Company Name], we provide [brief summary of services—e.g., legal, real estate, title, or loan services] with a focus on professionalism, accuracy, and people-first service. We’re a small but mighty team that believes trust and attention to detail are everything.
🗒️ About the Role
We’re hiring a certified Notary Public to help us handle important client signings, prevent fraud, and maintain compliance across high-stakes documents.
This role is a mix of technical precision and client interaction. You’ll be a key part of helping people finalize big life decisions—whether it’s buying a home, signing a will, or forming a business.
🔧 What You’ll Be Doing
- Notarize real estate, legal, or business documents
- Confirm signer identities and witness signatures
- Maintain accurate logs and paperwork
- Travel to signings (if mobile) or meet clients in-office
- Support document prep and internal compliance
✅ What We’re Looking For
- Active Notary Public commission (in [State])
- Prior experience notarizing documents (1–2 years preferred)
- Strong attention to detail
- Calm and professional with clients
- Ethical, reliable, and organized
🎁 Perks and Benefits
- Health, dental, and vision insurance
- Paid mileage for mobile signings
- PTO, paid holidays, and flex days
- 401(k) with company match
- Ongoing training and compliance support
🌟 Why This Role Is a Great Fit
If you want to work in a company where precision is respected and people are treated like professionals, you’ll love this team. You’ll have autonomy, trust, and support from day one.
📥 How to Apply
We use WorkScreen to make our process efficient and fair.
Click below to complete a short evaluation—no resume required upfront.
👉 [Insert WorkScreen Link]
📋 Option 2: Structured Notary Job Description Template
Job Title: Notary Public
Location: [City, State]
Job Type: [Full-Time | Part-Time | Contract]
Salary: $[Insert Range] per hour
Job Summary
We are seeking a detail-oriented, certified Notary Public to support our document signing and compliance processes. The ideal candidate will be responsible for notarizing legal and business documents, maintaining accurate records, and providing excellent service to clients during sensitive or high-stakes transactions.
Key Responsibilities
- Verify identities and witness the signing of documents
- Complete notarial certificates and maintain accurate logs
- Ensure compliance with state notary laws and best practices
- Travel to client locations (if required) or host in-office signings
- Assist with document prep and internal coordination
Requirements
- Active Notary Public certification (state-specific)
- Prior experience notarizing legal, real estate, or financial documents
- Excellent attention to detail
- Strong ethical judgment and professionalism
- Reliable, punctual, and client-friendly
Perks and Benefits
- Competitive hourly pay
- Medical, dental, and vision insurance
- 401(k) and PTO
- Paid training and continuing education
- Flexible schedule (where applicable)
How to Apply
To apply, please complete our short evaluation through WorkScreen.
We believe in a fair, skills-first process—and we’ll keep you updated at every step.
👉 [Insert WorkScreen Link]
What Happens After You Write a Great Job Post? Let WorkScreen Handle the Rest
Let WorkScreen.io handle the next step
Once your job post starts attracting candidates, the real challenge begins:
How do you separate serious, high-quality applicants from those just clicking “Apply” on everything?
That’s where WorkScreen comes in.
🔍 WorkScreen helps you:
● Quickly identify your best candidates
WorkScreen automatically evaluates, scores, and ranks applicants on a performance-based leaderboard—making it easy to spot top talent, save time, and make smarter, data-driven hiring decisions.
● Evaluate real skills with one-click tests
With WorkScreen, you can administer one-click skill tests to assess candidates based on real-world ability—not just credentials like résumés and past experience. This helps you hire more confidently and holistically.
● Eliminate low-effort and AI-generated applications
WorkScreen automatically eliminates low-effort applicants who use AI Tools to apply, copy-paste answers, or rely on “one-click apply.” This way, you focus only on genuine, committed, and high-quality candidates—helping you avoid costly hiring mistakes.
● Improve your hiring process and your brand
Candidates love the fairness and clarity of WorkScreen. You get structured evaluations. They get a better, more respectful experience.
If you’re tired of wasting time with poor-fit applicants—and want to hire someone reliable, trustworthy, and skilled—
FAQ
Beyond having an active notary commission, great notaries bring a mix of hard and soft skills to the table. Look for:
- Attention to detail – Even a small documentation error can invalidate a signing.
- Integrity and professionalism – Notaries are trusted with sensitive legal and financial documents.
- Clear communication – They often explain the signing process to clients who may be nervous or unfamiliar with the paperwork.
- Time management – Especially if they’re mobile, punctuality and scheduling skills are a must.
- Discretion and confidentiality – Notaries often work with private, high-stakes documents.
Bonus: Experience in real estate, law, or finance is often helpful, but not always required—especially if the candidate is trainable and reliable.
The average hourly rate for a notary in the U.S. ranges from $18 to $30 per hour, depending on:
- Location (urban areas often pay more)
- Industry (e.g., real estate and legal notaries tend to earn more)
- Experience and certifications
- Whether the role is full-time, part-time, or freelance
Some mobile notaries or signing agents earn more—especially if they work independently and handle loan documents or closings.
Not always. If your business only needs occasional notarizations (a few per week), you can hire:
- A part-time or on-call notary, or
- Train an existing team member and sponsor their certification
However, if you’re in real estate, law, lending, or insurance, it often makes sense to have a full-time notary on staff—especially if document handling is central to your business operations.
A Notary Public is authorized to witness signatures and prevent fraud on general documents.
A Notary Signing Agent (NSA) is a specialized notary trained to handle loan and mortgage closings—typically working with title companies or lenders. Signing agents must often pass background checks and obtain additional certifications.
If you’re hiring for real estate or lending, a Notary Signing Agent may be a better fit.
